Administrative Assistant/Patient Scheduler

Description:
We are seeking a dependable and detail-oriented Temp Administrative Assistant / Patient Scheduler to support daily operations at our Clinical Research Unit. This role is responsible for handling patient scheduling, managing incoming phone traffic, and assisting with clinic upkeep and participant hospitality. Because this is a clinical research environment, the ideal candidate must be highly organized, capable of working with various study teams and clinical staff, and strictly mindful of patient privacy and HIPAA compliance.
Scheduling & Checking In: Coordinate and schedule patient appointments across multiple active research studies; welcome and check in participants upon arrival.
Phone Management & Triage: Answer incoming phone calls, answer basic questions, and accurately triage inquiries to the correct study teams, nurses, or the Nurse Manager.
Participant Hospitality: Prepare, arrange, and serve lunches, snacks, and refreshments for participants during their study visits.
Clinic Maintenance: Assist with general clinic upkeep, including resetting, tidying, and restocking clinic rooms between visits to ensure a clean and organized environment.
Team Support: Work collaboratively with a diverse unit, acting as a reliable team player alongside nurses, phlebotomists, administrative staff, and various research teams.
Compliance & Privacy: Strictly maintain HIPAA compliance and protect sensitive participant information in all phone, digital, and in-person interactions.
Ad-Hoc Tasks: Assist with various light administrative and operational tasks around the unit as needed to support daily workflows.

Qualifications & Skills
Experience: Previous experience in an administrative support, medical front desk, scheduling, or customer service role. Experience in a university or healthcare setting is a plus.
Communication Skills: Ability to professionally handle phones, direct calls accurately, and interact warmly with participants.
HIPAA Awareness: Understanding of (or willingness to learn) patient privacy and confidentiality standards required in a research setting.
Reliability & Multitasking: Comfort pivoting between desk tasks (scheduling/phones) and floor tasks (room upkeep, prepping snacks/meals).
Team Player: Ability to work smoothly with different personality types and distinct research teams.

Requirements:
Full time or part time: Full-time
Number of hours per week: 40
No. of openings/temps required: 1
Will the resource be working with minors No
How many years of experience are required 2 years
Will this role extend or possibly convert to a FTE No

Top 3 requirements to hire
Professional Interpersonal Tact As the central point of contact, they will interact with a wide range of stakeholders: research participants, busy clinical staff (nurses, phlebotomists, Nurse Manager), and distinct study teams who all have competing priorities. They need to be a calm, collaborative communicator who can route inquiries accurately and manage diverse team dynamics smoothly.
Strong Adaptability and "Task-Switching" Ability This role requires pivoting constantly between very different types of work. They need to be comfortable switching fluidly from focused desk tasks (scheduling and phone management) to active floor tasks (prepping snacks and tidying clinic rooms) throughout the day without getting easily overwhelmed by interruptions.
Proactive Resourcefulness and Self-Management With a workload that includes varied ad-hoc tasks and supporting multiple study teams, the ideal candidate must be a self-starter. They need the ability to anticipate unit needssuch as noticing when snacks are low or a room needs tidyingand manage their own workflow efficiently with minimal direct supervision.

Location Address: 800 Welch Rd. CA 94305
Remote/onsite/hybrid: onsite